2017-012 PROFESSIONAL
SERVICES AGREEMENT
THIS AGREEMENT, made thisa/s day of 1/Qa^4 2017, between
the City of Clermont, a Municipal Corporation of the State of Florida, (hereinafter referred to as the
"CITY") and Evergreen Solutions, LLC., a Florida Limited Liability Corporation, whose address is
2878 Remington Green Circle, Tallahassee, FL 32308 (hereinafter referred to as
"CONSULTANT").
NOW THEREFORE, in consideration of the covenants, representations and agreements herein
contained,the parties agree as follows:
1. SCOPE OF-SERVICES: The CONSULTANT shall furnish all labor, materials,
equipment, and transportation and perform all of the work described in described in the
specifications entitled: RFP No. 17-021, Compensation and Classification Study as prepared by
Owner and its agents and CONSULTANT'S response thereto dated January 26, 2017, the
entirety of both documents are incorporated herein and made a part hereof and shall do
everything further as required by this Contract.
2. COMPENSATION SCHEDULE AND TIME FOR COMPLETION: The CITY agrees
to and does engage CONSULTANT to perform the professional services for compensation
described herein and as set:forth in Exhibit "A" attached hereto and incorporated herein and the
parties do further agree:
a. As a condition precedent to receiving.payment, CONSULTANT shall have been authorized
to proceed by CITY for the specific phase or task, shall not be in default of any of the terms
and conditions of this Agreement and shall provide to CITY an invoice.
b. CITY shall pay all valid, approved and undisputed invoices as set forth in Exhibit "A"
within thirty (30) days of receipt from CONSULTANT. In the event that CITY disputes
any invoice submitted, it shall advise CONSULTANT in writing and said invoice shall not
be deemed due and payable under this agreement. Neither the CITY's review approval or
acceptance of, nor payment for, any services provided hereunder shall be construed to
operate as a waiver of any rights under this Agreement and the CONSULTANT shall be
liable to CITY for any and all damages to CITY caused by the CONSULTANT's negligent
or wrongful performance of any of the services furnished under this Agreement.
c. CONSULTANT agrees to assign competent professionals to perform the assigned
responsibilities and duties faithfully, intelligently, and to the best of their ability, and in the
best interest of CITY duringthe"
term of this Agreement. All services provided shall be
performed in accordance with this Agreement and with any and all applicable law,
professional standards and guidelines. CITY may request CONSULTANT to make
changes in the scope of services or make revisions to the work performed. Any changes or
revisions requested by CITY that are not due to consultant error, omission or negligence
will be incorporated into the scope of services by written amendment to this agreement and
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the consultant may be entitled to additional compensation upon the agreement of the parties.
d. CONSULTANT shall complete all assigned and authorized tasks to the satisfaction of
CITY in accordance with the performance schedule set forth in Exhibit"A".
3. TERM: This Agreement shall take effect when executed by both parties and shall
continue, until such time as the Scope of Services provided above is completed or the agreement is
terminated as provided in.Section 4 below.
4. TERMINATION:
a. The non-breaching party upon breach of the terms and conditions contained herein
may terminate this Agreement.
b. Additionally, CITY shall have the right to terminate the agreement, for any reason,
upon fifteen (15) days written notice to the CONSULTANT. In the event of termination by the
CITY pursuant to this section 4b, CONSULTANT shall be compensated in accordance with the
services completed and accepted, as of the date of the termination and as set forth in the Scope of
Services.
5. RESPONSIBILITIES OF CONSULTANT: In addition to all other responsibilities
provided herein, CONSULTANT expressly understands and agrees that, through the above-
referenced assigned personnel, it shall perform all of the services required in the Scope of Services,
and further agrees as follows:
a. CONSULTANT may retain subcontractors to provide any of the services
contemplated herein. Said subcontractors shall be used at the sole expense of CONSULTANT,
under the direct supervision of CONSULTANT and with the prior written approval of CITY.
b. CONSULTANT expressly acknowledges that any and all documents, logos,
marketing and advertising material, plans, designs, reports, and specifications related to the project
and acquired or created by CONSULTANT shall remain, at all times the property of CITY and
CONSULTANT. CONSULTANT, therefore, shall preserve and maintain said records and shall
immediately provide copies of them to CITY upon termination of this Agreement.
6. RESPONSIBILITIES OF CITY: The City shall provide full information, as reasonably
directed by CONSULTANT,regarding the requirements of the project.
7. AUTHORIZED REPRESENTATIVE OF THE CITY: During the term of this
Agreement,the City Manager shall be the designated representative authorized to act on behalf of
the CITY, as provided by law,with respect to the project.
8. INSURANCE PROVIDED BY CONSULTANT:
a. During the term of this Agreement CONSULTANT shall maintain at its sole
expense the insurance as set forth in RFP 17-021.
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b. Proof of Insurance. Upon CITY's request, CONSULTANT agrees to provide to
CITY reasonable proof of the aforementioned policies of insurance, or certificates of the issuance
thereof, as evidence of the compliance by the CONSULTANT with the terms and provisions
contained herein.
c. Loss of Insurance. If during the period which an insurance company is providing the
coverage required by this Agreement, an insurance company shall: 1) lose its Certificate of
Authority,, 2) no longer comply with any applicable Florida Law, or 3) fail to maintain the Best
Rating and.Financial Size Category, CONSULTANT shall, as soon as it has knowledge of any such
circumstance, immediately notify CITY and immediately replace the insurance coverage provided
by the insurance company with a different insurance company meeting the requirements of this
Agreement Until the CONSULTANT has replaced the unacceptable insurer with an insurer
acceptable to CITY,the CONSULTANT shall be deemed in default of this Agreement.
d. Insurance Coverage Not Limitation of Liability. The maintenance of insurance
coverage as provided herein_shall not be construed to limit or have the effect of limiting
CONSULTANT's liability to CITY under the provision of any clause or paragraph contained in this
Agreement.
9. INDEMNIFICATION: CONSULTANT agrees to hold harmless and indemnify,
including attorney fees, CITY, its officers, employees and agents against any and all claims, losses,
damages or lawsuits for damages, arising from or related to negligent acts, errors or omissions of
the CONSULTANT.
10. INDEPENDENT CONTRACTOR: The parties agree that at all times and for all
purposes within the scope of this Agreement, the relationship of CONSULTANT and CITY is that
of an independent contractor.
11. FORCE MAJEURE: With regard to the performance hereunder, CONSULTANT shall
not be deemed to be,in default of this agreement, or have to failed to comply with any term or
conditions.herein.if, for reasons beyond CONSULTANT's reasonable control (including, without
limitation, acts of God, natural disaster, labor unrest, war, declared or undeclared, the existence of
injunctions or requirements for obtaining licenses, permits or other compliance with applicable
laws,rules and regulations), such performance is,not reasonably possible within such time periods,
then the time for such performance shall be extended until removal of such reasons beyond
CONSULTANT's reasonable control,provided that CONSULTANT commences such performance
as soon as reasonably possible and diligently pursues such performance.
12. NOTICES: All notices shall be in writing and sent by United States mail, certified or
registered, with return receipt requested and postage prepaid, or by nationally recognized overnight
courier service to the address of the party set forth below. Any such notice shall be deemed given
when received by the party to whom it is intended.
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CONSULTANT: Evergreen Solutions, LLC
2878 Remington Green Cir
Tallahassee, FL 32308
Attn.: Dr. Jeff Ling
CITY: Darren Gray, City Manager
City of Clermont
685 W. Montrose Street
Clermont, FL 34711
13. PROHIBITION AGAINST CONTINGENT FEES:
CONSULTANT warrants that it has not employed or retained any company or person, other than a
bona fide employee working solely for CONSULTANT, to solicit or secure this agreement and that
it has not paid or agreed to pay any person, company, corporation, individual, or firm, other than a
bona fide employee/contractor working solely for CONSULTANT any fee, commission,
percentage, gift or other consideration contingent upon or resulting from the award of making of
this agreement. For breach or violation of this provision, in addition to any and all remedies
available to CITY, CITY shall have the right to terminate this agreement without liability and to
deduct from the contract price, or otherwise recover, the full amount of such fee, commission,
percentage, gift or consideration.
14. GENERAL PROVISIONS:
a. Assignment and Disclosure of Intellectual Property. All original works of
authorship that are made by the CONSULTANT or its representatives (solely or jointly with
others), within the scope of, those described as works for hire and during the period of CITY'S
agreement with the CONSULTANT and that are protectable by copyright as that term is defined
in the United States Copyright Act and that the CONSULTANT will be considered the author
thereof and shall have expressly authorized the use thereof by CITY for all purposes consistent
with this Agreement.
b. Pre-suit Mediation. Prior to, and as a condition precedent to the commencement of
any lawsuit or administrative proceeding to resolve any disputes arising out of this Agreement the
parties agree that the dispute first shall be summited to non-binding mediation for a minimum of
eight hours before a business mediation organization approved by the parties. Such mediation shall
be held at the CITY's offices at the address set forth in this Agreement. The part shall bear the.
costs of the mediation equally.
c. Waiver. The waiver by CITY of breach of any provision of this Agreement shall
not be construed or operate as a waiver of any subsequent breach of such provision or of such
provision itself and shall in no way affect the enforcement of any other provisions of this
Agreement.
d. Severability. If any provision of this Agreement or the application thereof to any
person or circumstance is to any extent invalid or unenforceable, such provision, or part thereof,
shall be deleted or modified in such a manner as to make the Agreement valid and enforceable
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under applicable law, the remainder of this Agreement and the application of such a provision to
other persons or circumstances shall be unaffected, and this Agreement shall be valid and
enforceable to the fullest extent permitted by applicable law.
e. Amendment.. Except for as otherwise provided herein, this Agreement may not be
modified or amended except by an Agreement in writing signed by both parties.
f. Entire: Agreement. This Agreement including the documents incorporated by
reference contains the entire understanding of the parties hereto and supersedes all prior and
contemporaneous agreements between the parties with respect to the performance of services by
CONSULTANT.
g. Assignment._ This Agreement is personal to the parties hereto and may not be
assigned by CONSULTANT, m whole or in part,without the prior written consent of CITY.
h. Venue. The parties agree that the sole and exclusive venue for any cause of action
arising out of this Agreement shall be Lake County, Florida.
i. Applicable Law. This Agreement and any amendments hereto are executed and
delivered in the State of Florida and shall be governed, interpreted, construed and enforced in
accordance with;the laws of the State of Florida.
j. Records. CONSULTANT expressly understands and acknowledges that any and all
documents related.to the services.provided-herein, may be considered records that are subject to
examination and production in accordance with Florida's Public Records Law. In accordance
therewith CONSULTANT agrees to act as follows:
1. Keep and`maintain public records that ordinarily and necessarily would be
required by the CITY in order to perform the services contemplated
herein.
2. Provide the.public with-access to public records on the same terms and
conditions that the CITY would provide the records and at a cost that does
not exceed the cost provided in this Florida's Public Records Law or
as otherwise provided by law.
3. Ensure that public records that are exempt or confidential and exempt
from:public records disclosure requirements are not disclosed except as
authorized by law.
4. Meet all requirements for retaining public records and transfer, at no cost,
to the public agency all public records in possession of the
CONSULTANT upon termination of the contract and destroy any
duplicate public records that are exempt or confidential and exempt
from public records disclosure requirements. All records stored
electronically must be provided to the CITY in a format that is compatible
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with the information technology systems of the public agency.
5. IF CONSULTANT HAS QUESTIONS REGARDING THE
APPLICATION OF CHAPTER 119, FLORIDA STATUTES, TO THE
CONSULTANT'S DUTY TO PROVIDE PUBLIC RECORDS
RELATING TO THIS CONTRACT, CONSULTANT SHALL CONTACT
THE CITY'S CUSTODIAN OF PUBLIC RECORDS AT CITY CLERK'S
OFFICE, 352-241-7331.
IN WITNESS WHEREOF, the parties hereto have made and executed this Agreement for
the:piirposes lerein expressed on the date first above written.
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Attest: CITY OF CLERMONT,FLORIDA
= B :
- •r• •• ' • " - Darr- p •ity Man.ler
r9
,-&-• ere
Date: j/ rei oZ' i o9/7 Date: 3/4 I/
Attest: Ever? - -n • tions, C
BY: ' Ar BY:
Co••orate Officer Dr. Jeff L'r.' ' --
Date:3 O i 'Oat,. 3 a /
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EXHIBIT A
H. Cost of Services
Evergreen Solutions,LLC is pleased to present our proposed cost to conduct a Compensation and
Classification Study for the City of Clermont. Evergreen Solutions is committed to providing the
highest quality consulting services to our client partners for a reasonable cost. Evergreen Solutions is
fortunate that our overhead is minimal and our expenses are reasonable so we can pass that cost savings
on to our clients.
Our total,not-to-exceed,fixed cost to conduct this study as outlined in our detailed work plan in Tab D
of our proposal is$28,500. Our cost is all inclusive,and includes travel costs,fringe benefits,indirect
costs(overhead),and all other out-of-pocket expenses. Our cost includes three onsite visits to Clermont
to provide the requested work. Our blended hourly rate to provide additional services during the first
year of implementation(i.e.,to respond to grievances or challenges)is$150 per hour.
Our preferred payment schedule is:
• 25%following completion of Task 1 of our detailed work plan
• 25%following completion of Tasks 2-4 of our detailed work plan
• 25%following completion of Tasks 5-7 of our detailed work plan
• 25%following completion of Tasks 8- 12 of our detailed work plan
We are willing to negotiate the time,scope,and cost of the basic tasks,or any other options that
the City of Clermont wishes to identify. Evergreen Solutions federal employer identification number
is 20-1833438.
Evergreen Solutions,LLC Page H-1
SECTION — B
STATEMENT OF WORK
The City of Clermont is one of the fastest growing cities in central Florida and it is located
just west of Orlando and north of Disney World. It has the amenities and assets that
make it an attractive location for families, new business, educational endeavors, office
development, and health-fitness opportunities. With over 14.8 square miles, Clermont is
open for business and offers everything for growing families too. Health, wellness, and
fitness are all part of Clermont's culture.
The City of Clermont is governed by five, elected city council members, including the
mayor, and a city manager in a Council-Manager form of government. The City Manager
serves as the chief executive officer, handling day-to-day operations. The City Manager
oversees 12 departments.
The following is a list of the City departments and the major divisions/sections within each
department. (The city-wide organization chart is located at the end of this section.)
1. City Manager's office includes Capital Planning, Grants, Projects, Public
Information and the Economic Development Department
2. City Clerk
3. Finance includes Utility Billing
4. Development Services includes Zoning, Planning, Building and Code Enforcement
5. Information Technology
6. Police
7. Fire
8. Public Works includes Engineering, Facilities, Grounds and Parks Maintenance
9. Human Resources includes Risk & Benefits Management
10.Purchasing
11.Parks & Recreation includes management of the Clermont Arts & Recreation
Center
12.Environmental Services includes Water/Wastewater, Stormwater and Sanitation
* Legal/City Attorney is contracted through an outside law firm.
Personnel and Compensation:
The City has a total of 359 positions, of which 334 are fulltime and 25 are part-time. 115
of the 334 fulltime positions are covered by two collective bargaining agreements, one
with the International Association of Firefighters, AFL-CIO Clermont Professional
Firefighters Local 4350 and another with the International Union of Polices Associations,
AFL-CIO Clermont Police Officers Local 3013.
The City's current compensation plan has 93 different classifications/job titles for non-
union positions and 7 classifications covered by collective bargaining agreements. There
RFP No: 17-021
Page 9 of 42
SECTION — B
STATEMENT OF WORK
are 24 different pay grades, not including department directors. The Fiscal Year 2017
Pay Grade Schedules and relevant information are located in Section K—Additional
Information of this solicitation.
History of studies_conducted for City of Clermont positions:
Cody:&Associates, Inc. was hired in 1992 to conduct a comprehensive classification and
compensation study.
City staff conducted a pay scale study/survey during fiscal year 2008. This study
produced the pay grades schedule (effective March 31, 2008) that is currently in use.
Since 2008, the City has conducted pay scale analysis with comparable cities and job
specific salary surveys. Adjustments have been made to increase the maximums of the
pay sales due to comparable city surveys and cost of living adjustments. Designation of
new positions or reclassification of current positions are based on the aforementioned
analysis and studies of select classifications.
Merit Increases
The City's fiscal year is from October 1 through September 30. Fiscal Years 2010 through
2013 merit increases were not authorized. Performance based merit increases were
reinstated in fiscal year 2014.
Employees are eligible to receive a merit pay increase based on the overall rating of their
annual performance evaluation, and are awarded for overall performance which meets or
exceeds position/job:expectations. (Performance ratings of 2 to 4 are eligible for a merit
increase in an equivalent percentage, i.e. 2%to 4%.). Merit pay increases shall be within
the ranges of the established classification/pay grade and shall not be available to
employees who have reached the maximum of their pay grade, unless specifically
approved in the budget.
Cost of Living Adjustments (COLA)
The City does not currently provide COLAs. Fiscal year 2008 and prior, the city granted
COLAs every one to two fiscal years, ranging from 2 —4%. The last COLA was awarded
in fiscal year 2013 in the form of a 2% wage increase and a one-time lump sum payment
in the amount of$500.
RFP No: 17-021
Page 10 of 42
SECTION — B
STATEMENT OF WORK
Additional Information
Policies currently exist for compensation related to reclassification, promotion, demotion,
transfers, performance based merit increases, and working out of class.
Position classifications and pay grade ranges are made public to city employees.
The current turnover rate is 2.5% for the quarter and 12.73% for the last 12 months.
Average tenure of employeesis7 years.
Job descriptions are reviewed an updated upon.request, upon reclassification, and as
positions are vacated - beforerecruitment commences.
Positions are revaluated upon department request due to change in operational need,
duties and responsibilities. Requests are made during the budget process, however most
or done throughout the year. During fiscal year 2016 there were 20 positions reclassified
by title and/or paygrade.
There is not bonus program in place. The only bonus is a yearly$100 pre-tax December
holiday bonus, if approved-by the City Council in the budget.
There is not an incentive program in place for general employees. There are several
incentives 'established for, firefighter certifications/assignments such as paramedic,
hazard materials and field training officer. Police officers receive additional pay when
functioning as a field training officer.
The city generallyhires new employees at the minimum of the pay range. Department
directors can request approval from the City Manager to hire above the minimum.
Considerations for these requests include prior work experience,education, certifications,
training,as well as the pay of other city employees is the same classification and/or pay
range and each employee's years of service. On occasion, the demand and difficulty to
fill a position will be considered in establishing starting pay, such as in filling building
inspector and plans examiner positions. The police officer contract contains provisions
for hiring above the minimum for prior years of police service.
Services to.Be Provided
This project shall include, but is not limited to the following. The consultant may propose
additions or alternative tasks deemed necessary to complete the scope of work.
RFP No: 17-021
Page 11 of 42
SECTION — B
STATEMENT OF WORK
Scope A— Compensation
A.1 Review the current pay grade and salary ranges of city positions, including
recommending appropriate salary ranges based on compensation survey and
study results and appropriate salary range for each position.
A.2 Evaluate current pay plan structure (i.e. number of pay grades, including
additions, deletions, and/or consolidations, appropriateness of pay range spread
from salary minimum to maximum).
A.3 Conduct interviews, as necessary, with City Manager, Human Resources
personnel, and possibly department directors, for the purpose of clarifying and
determining project scope, selection of entities to be surveyed, and identification
of benchmark positions. Listing of the benchmark agencies to be utilized in the
study shall be subject to 'review and approval by the project and/or executive
team prior to the initiation of the work.
A.4 Determine the appropriate,labor market for the study and determine existence of
relevant salary survey data. If necessary as an intermediate step, provide draft
of survey sources with recommendation for additional salary survey needs.
A.5 Develop and conduct an external compensation survey comparing benchmark
positions with other locali government and private sector entities in order to
identify the City's competitive position in the regional labor market.
A.6 Conduct internal pay equity assessment of benchmark positions based upon
actual work performed, value of work performed to the organization, and length
of service with consideration of merit increase history.
A.7 Recommend alignment of pay grades and salary ranges of benchmark positions
in order to achieve competitiveness in regional labor market, and internal equity.
A.8 Develop pay range(s) for department director positions, including minimum and
maximum of pay. (The City currently does not have a pay range for department
director positions.) There are currently 13 department director positions.
i. Economic Development Director(includes Community Redevelopment)
- Reports to the City Manager's office, considered a department for
budget purposes.
ii. Capital Planning, Grants and Projects Director - Reports to the City
Manager's office, not considered a department for budget purposes.
iii. City Clerk
RFP No: 17-021
Page 12 of 42
SECTION — B
STATEMENT OF WORK
iv. Finance Director
v. Development Services Director
vi. Information Technology Director
vii. Police Chief
viii. Fire Chief
ix. Public Works Director
x. Human Resources Director
xi. Purchasing Director
xii. Parks:& Recreation Director
xiii. Environmental Services Director
A.9 Review existing pay practices and policies at the City and provide
recommendations based upon analysis of external market competitiveness and
internal equity.
A.10 Provide financial impact of the recommended salary alignments and changes to
pay practices. Assist in the development of a strategic plan to implement study
recommendations, including budgetary impact (if any), over one or more fiscal
years, and alternative.strategies as necessary.
A.11 Provide methodology for maintaining and updating the proposed new/modified
compensation system.
A.12 Develop guideline and/or a tool for assigning pay grades to future/new or
reclassified positions. Train Human Resources personnel in the administration of
the proposed new/modified compensation system.
Scope B — Job Classification
B.1. Conduct a job audit of selected benchmark positions, including general task
analysis by department. This review may include interviews with department
directors, division managers and other key personnel and/or employees to
determine the essential functions of each position. Benchmark positions to be
determined by theproject team, input from department directors and guidance
from the consultant.
B.2. If deemed the appropriate method, prepare/provide a job analysis questionnaire
for City management approval to accomplish B.1. The City would facilitate its
distribution and completion.
RFP No: 17-021
Page 13 of 42
SECTION — B
STATEMENT OF WORK
B.3. Assign all jobs to salary grades determined in Part A based on an objective
evaluation of compensable factors related to the duties and responsibilities of the
individual job.
B.4. Refine job classifications/titles to accurately represent job duties and
responsibilities as necessary. Review supervisor/management titles and
recommend titling structure which defines consistent levels of responsibility
across the organization.
B.S. Review a sampling of existing job descriptions and recommend updates, as
needed, including requirements of education, experience, knowledge, skills, and
abilities.
B.6. Map career ladders/promotional opportunities for selected classification tiers,
such as mechanics, building inspectors, and solid waste/sanitation.
B.7. Provide methodology for evaluating the classification of positions/jobs on an
ongoing basis. Train Human Resources personnel in the administration of the
proposed new/modified classification system.
B.B. Assess FLSA designation for select positions (approximately 25 positions).
Note: This task may be delayed or carved out to be completed once the proposed
FLSA changes are finalized.
Note: This study will not include a review of the pay and classification of bargaining unit
positions, as well as city provided health insurance, life insurance, accrued leave, paid
holidays, retirement plans and other employer benefits.
City Responsibilities:
The City Staff will provide the consultant with all relevant information it has pertaining to
the City, and its operations including existing job descriptions, organizational charts,
current/prior pay grade schedules. The City may provide additional documents and
information as requested and appropriate.
The city staff team are as follows:
Project Team — Human Resources Generalist, Human Resources Director, Finance
Director, and City Manager
Senior Leadership Team — All of the above listed, as well as remaining department
directors and City Attorney.
RFP No: 17-021
Page 14 of 42
SECTION — B
STATEMENT OF WORK
Completion Time & Progress Reports
The City desires completion of the project within 120 days of commencement, estimated
completion date is June 16, 2017.
Weekly updates shall be provided to the Human Resources Director via email and/or
telephone.
Periodic updates, every 4 weeks, to the Human Resources Director, Finance Director and
City Manager in the form of a 1 to 2-page project status report.
The consultant may be required to make a presentation to staff, the city's senior
leadership team and/or the City Council.
The consultant may be required to provide additional services during the first year of
implementation, i.e. responding to grievances or challenges. Provide a separate hourly
fee to be included in the cost proposal.
END OF SECTION — B
RFP No: 17-021
Page 15 of 42
CONTRACT APPROVAL FORM
TO: DARREN GRAY, CITY MANAGER
FROM: FREDDY SUAREZ, PURCHASING DIRECTOR
SUBJECT: COMPENSATION AND CLASSIFICATION STUDY
DATE: MARCH 16, 2017
THE PURCHASING DIRECTOR RECOMMENDS THE FOLLOWING:
1. APPROVE: Agreement between the City of Clermont and Evergreen Solutions, LLC. to
conduct a compensation and classification study services for the Human Resources
Department. The agreement shall take effect on the date of execution by both parties and
shall remain in effect for one (1) year or until completion.
2. Why is this action necessary: In accordance with the City of Clermont Purchasing
Policy, the City Manager is authorized to approve contracts under $50,000 that do not
require a budget amendment.
3. ADDITIONAL INFORMATION: At the request of the Human Resources Department, the
Purchasing Department issued a Request For Proposal (RFP) number 17-021 on
December 19, 2016 to obtain the services of a qualified consultant to conduct a
comprehensive compensation and classification study for all general employee positions.
The RFP was fully competed, advertised and complies with the City of Clermont
Purchasing Policy. There were four responses to the RFP.
An evaluation committee composed of five City staff members (four voting members and
one non-voting member) reviewed, scored and ranked the proposals. Evergreen
Solutions, LLC. was the top ranked firm selected for their qualifications, knowledge and
experience in conducting compensation and classification studies with similarly sized
government entities. The price of $28,500 was deemed fair and reasonable based on
comparable compensation studies.
The award recommendation is being made to the most qualified respondent, Evergreen
Solutions, LLC.
4. FISCAL IMPACT: The fiscal impact of$28,500 is included in the current year approved
budget.
5. EXHIBITS: RFP 17-021 Evaluation Summary
Professional Services Agreement
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